Request for Proposals
19RFP137
School Signage and Marquee Installations
Date Event June 11, 2019
June 18, 2019
Advertise/Issue Dates
June 20, 2019 Pre-Proposal Conference at 10AM at 1111 W. 6th Street, Austin TX 78703, Suite B-300
June 24, 2019 Questions Due by 5:00 PM
June 27, 2019 Questions and Answers and Last Addendum posted on our website
July 10, 2019 RFP due date at 2:00 pm CST
August 26, 2019 AISD Board Meeting for review/approval
Deliver Sealed Proposals to: Contact Person:
Austin ISD
Contract and Procurement Services
1111 W. Sixth Street, Suite B-300
Austin, Texas 78703
Please allow time for parking
Jennifer Nix
Contract and Procurement Services
HUB Coordinator Contact
Melfi Penn
• Questions must be submitted via e-mail to the procurement contact person listed above.
In the e-mail subject line, type: Questions 19RFP137 – School Signage and Marquee Installation
• Q & A and Addenda will be posted on our website: www.austinisd.org/cp/bids
• Proposals are due no later than 2:00 pm on the date indicated. Your proposals must be
delivered by mail or hand delivery in an envelope or carton. Proposals received after the
specified time shall not be considered.
• Please submit the following:
• One (1) hard copy marked “original” – include signed “required” forms
• One (1) digital copy on a flash drive – include signed “required” forms
• FAX, e-mail or other electronic proposals will not be accepted.
• Proposals must be plainly marked with name and address of the Offeror and the RFP
number and Title above
19RFP130 – 21st Century Learner Furniture Page 1
Checklist and Submission Guidelines
Check
when
Completed
Task to be Completed by Respondent
Pricing Proposal
Proposer Questionnaire
Signature Page
Required HUB Forms
Signed and dated Addenda
Hard Copy Submission AISD requires one (1) marked “original” and one (1)
marked
“copy” Electronic Copy: AISD requires submission of one (1) electronic PDF copy
via USB
flash drive (memory data stick)
Order for
Submission
Document
1 Cover Sheet
2 Table of Contents
3 Pricing Proposal
4 Proposer Questionnaire
5 Signature Page
6 Signed and Dated Addenda
7 Required HUB Forms
19RFP137 – Marquee Installation – due July 10, 2019 at 2PM Page 2
I. Contents II. Introduction ............................................................................................................................. 3
A. Receipt and Opening of Proposals ...................................................................................... 3
B. Withdrawal of Proposals ..................................................................................................... 3
C. Proprietary Information ...................................................................................................... 3
D. Award of Contract............................................................................................................... 3
E. Type of Contract ................................................................................................................. 4
F. Bonding ............................................................................................................................... 4
III. Scope of Service and Performance Requirements .............................................................. 5
IV. Proposer Questionnaire ....................................................................................................... 8
A. Description of Firm Personnel ............................................................................................ 8
B. Past Experience ................................................................................................................... 8
C. Services Available .............................................................................................................. 8
V. Pricing Proposal ...................................................................................................................... 9
VI. General Quality of Responsiveness of Proposer ............................................................... 10
VII. Specific Areas That Will Be Evaluated and Scored ......................................................... 10
VIII. Signature Page .................................................................................................................. 11
IX. HUB Documentation ........................................................................................................ 12
X. Acknowledgement of Addenda............................................................................................. 12
19RFP137 – Marquee Installation – due July 10, 2019 at 2PM Page 3
II. Introduction Pursuant to Texas Education Code §§ 44.031 and Texas Government Code Chapter 2269, the
Austin Independent School District (herein after referred to as “AISD” or the “District”) is
issuing this Request for Proposals (“RFP”) from qualified firms to provide signage goods and
products, as well as installation in the form of construction job order contracting services, at
various District locations.
The exact nature and extent of services required will vary and no specified minimum amount of
work will be guaranteed to the successful contractor(s).
A. Receipt and Opening of Proposals
Proposals will be opened immediately following the deadline for receipt, but will
not be read aloud. Proposals received after the designated time and date will not
be considered. Sole responsibility lies with the Proposer for their proposal
arriving on time at the designated place. No responsibility for the premature
opening of a proposal which is not addressed and identified shall be attached to
the District or its agents and authorized representatives.
B. Withdrawal of Proposals
The Proposer may withdraw their proposal, either personally or by written
request, at any time prior to scheduled closing time for receipt of proposal. After
the opening of proposals, proposals may not be withdrawn for a period of ninety
(90) days from the date submitted and will be subject to the District's acceptance
during that time.
C. Proprietary Information
In the event the Proposer shall include in the Proposal any information deemed
"proprietary" or "protected", such information shall be separately packaged from
the balance of the proposal and clearly marked as to any proprietary claim. The
District, as a public entity, cannot and does not warrant that proprietary
information will not be disclosed. The District shall have the right to use any or
all information included in the proposals submitted unless the information is
expressly restricted by the Proposer.
D. Award of Contract
This Request for Proposal does not constitute a commitment by the District to
award a contract. The District reserves the right to waive any informalities and to
reject any or all proposals and/or to cancel the Request for Proposal. The award
shall be made on proposal (s) that serves the best interest of the District and will
19RFP137 – Marquee Installation – due July 10, 2019 at 2PM Page 4
not be evaluated solely on a monetary basis. No contract award shall exist until
executed in writing.
The District reserves the right to select one or more best value proposers, based
on the evaluation criteria set forth in this RFP. Selection by the District does not
guarantee any minimum volume or amount of business, nor does it guarantee that
any purchase order will be issued. Vendors selected under this RFP will, without
any promise of exclusivity, be considered approved vendors for the potential
supply of products covered by this RFP.
E. Type of Contract
The District expects to award one or more contracts under this RFP. One or more
contracts will be awarded for the provision of signage goods, products and non-
construction services, which will include job order contract pricing and provisions
for any installation services that constitute construction services.
F. Bonding
Any construction services performed will be subject to requirements for statutory
payment and performance bonds, as required under Chapter 2253 of the Texas
Government Code. Bonding requirements will be determined on a per-job order
basis.
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III. Scope of Service and Performance Requirements
The scope of this RFP is for School Signage & Marquee Installations for District facilities
through the completion of all projects through the current Bond Program, but is not limited to
current Bond projects or projects funded through sources other than bond funds.
Sample services and sample pictures are provided below. Bidders are not required to be able to
perform all types of service, but should explain their capabilities of the examples provided below
in Section C of the Proposer Questionnaire.
• Installation
• Service & Repair
• Interior & Exterior Mounted Signs
Sample Pictures:
• Channel Letters
o Channel letters are custom-made metal or plastic letters commonly used in
exterior signage on public and commercial buildings, and often internally
illuminated. Unlit three dimensional letters that are applied to sign panels or
monuments are usually referred to as dimensional letters.
• Screen Printing
o Transferring ink onto a substrate, except in areas made impermeable to the ink by
a blocking stencil.
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• School Name Lettering
Sample Pictures:
• Banners, Wall & Door Wrapping
Sample Pictures:
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• LED Signage & Marquees
Sample Pictures:
• Monument Signs & Scoreboards
Sample Pictures:
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IV. Proposer Questionnaire
Provide all requested information. Failure to provide required information may cause the
proposal to be deemed non-responsive.
A. Description of Firm Personnel
• Describe your firm and your specific experience history for the past 10 years,
including a list of clients by type and name of institution, location and types of
products and services provided.
• Identify the key staff (exclusive of support or administrative staff) in the firm who will have primary responsibility for this account.
o Describe their current responsibilities with the firm.
o Describe the role each will play if a contract is awarded to the firm.
• Provide any additional information that substantiates that the firm has other capacity
or staff to perform the scope of duties, above and beyond identified key personnel
B. Past Experience • Give the names, addresses, and telephone numbers of at least (3) current professional
client references that you currently have under contract.
• List all accounts of similar scope and siz in the past 10 years. Identify the timing, type
and size of each of these engagements along with the name, location and type of
institution and your role.
• In the past 5 years, has your firm been involved in or currently under formal
investigations or informal inquiries from any federal or state regulatory agency. If so,
please disclose the nature of the investigation and/or inquiry and its current status.
• Identify any other competitive government contracts that your firm provides for
institutions in Texas.
C. Services Available
• Explain why your company should be selected.
• Describe any website, software, catalogs or ordering systems your company would
utilize specific to AISD's needs.
• Provide installation rates including weekend and holiday, and bulk discounts.
• Provide a list of any and all cooperatives to which your company is a member.
• Provide lead time on ordering and warranty items must be included.
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V. Pricing Proposal
PROPOSED PRICING FOR CONSTRUCTION SERVICES (Installation)
The actual pricing for construction services performed under any awarded job order contracting
agreement will be based on the mutually agreed quantities applied to the last column: “Total
including overhead and profit” rates contained in the R.S. Means Facilities Construction Cost
Book, 2018 Version, as adjusted by application of the appropriate (1) city cost index and (2) the
coefficient proposed by proposer and accepted by Owner. The Coefficient factors shall be firm
for the duration of the Contract award. The R.S. Means prices contained in the Unit Price Book
are firm for the Initial Term of the Agreement and may be replaced each optional renewal year,
with the unit prices in the most current Unit Price Book published at the time of renewal.
Itemized detail worksheets must be provided with each job order.
Your proposal needs to break down the following cost breakdowns when applicable:
• Sign/Materials Cost
• Permitting
• Engineering
• Concrete/Masonry/Electrical
• Proposed Coefficient for Installation Construction Services:
o Standard Hour Coefficient: _____________________________
o Non-Standard Hour Coefficient : _____________________________
o Discount/Markup for Signage Products _____________________________
o Non-Pre-Priced Items _____________________________
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VI. General Quality of Responsiveness of Proposer
• Completeness and thoroughness of proposal.
• Grasp of scope of work to be performed.
• Description of approach to be taken
• Evidence of good organizational management practices
• Qualifications of personnel
• Experience and past performance
VII. Specific Areas That Will Be Evaluated and Scored In determining best value, the District shall consider the following factors:
Item Detailed Description Points I. Proposal Format The adequacy and completeness of the plan offered
addressing the Scope of Service.
10 Points
II. Vendor
Capabilities
Reputation of the Vendor and its goods and services:
The demonstrated ability of the Vendor to provide
services, including references.
The professional, technical and managerial
qualifications of the firm and the personnel to be
assigned to this account.
Vendor’s past relationship with the District and other
educational entities
25 Points
III. Proposed
Products
Quality of the Vendor’s goods and services, and the
extent to which the goods and services meet the
District’s needs.
Quality of items as well as their ability to meet
specifications and sustainability requirements and
preferences. Quality of warranties offered.
25 Points
IV. Financial
Proposal
Purchase Price: Unit pricing including Delivery rate
including weekend and holiday rates, install, freight,
warehousing, and bulk discounts. Total long term cost to
the District to acquire the vendor’s goods and services.
40 Points
In considering the above factors, the District may take into consideration its billing and ordering
policies, lead times, and financial standing.
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VIII. Signature Page
A Proposer by submitting a bid represents that the RFP has been read and understood that the
Proposal is made in accordance therewith. All documents submitted with the Proposal which
require a signature must be signed by an individual authorized to submit a formal proposal.
Proposals that are not signed may be rejected. Please refrain from submitting non-requested
bulky promotional items, such as ring binders, catalogues and brochures, not pertinent to the
submittal. The Proposer by his or her signature (below) agrees to the General Conditions and
Terms and Conditions without modification.
COMPANY:
ADDRESS:
CITY/STATE/ZIP:
PHONE:
EMAIL:
FEDERAL EMPLOYER ID NUMBER:
PRINT NAME:
SIGNATURE:
POSITION:
DATE:
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IX. HUB Documentation
The bidder/proposer MUST submit required HUB documents. If the bidder/proposer does not
meet or exceed all goals, then Good Faith Effort documentation is REQUIRED. A firm MUST
be compliant with Austin ISD HUB Program regulations to be considered for contract selection.
HUB Documents may be turned in with the proposal on the due date on July 10th at 2PM. They
may also be turned in electronically up to 24 hours after the bid due date by July 11th at 2PM.
They may be sent to [email protected].
X. Acknowledgement of Addenda
Only those responses to inquiries which are made by formal written Addenda shall be binding.
Oral and other interpretations or clarifications will be without legal effect, and shall not be
binding on AISD. The Offeror must acknowledge receipt of all Addenda in its Proposal.
However, each Offeror will be bound by the terms of all Addenda, and its Proposal will be
construed to include the information contained in the Addenda, whether or not Offeror has
received them or acknowledged receipt
Offeror must print, date and sign all addenda cover sheets and attach them to their bid package.